This guide will cover:
- How to request a change order purchase order
Change orders are used to make changes to an existing purchase order. Common changes include increasing the amount ordered or cost, decreasing the amount ordered or cost, cancelling the order, or changes to descriptions.
The following change order requests can be done by submitting a Change Order within Workday.
In Workday, when entering the PO you would like to create a Change Order against, you may do the following:
1. Search "Create Change Order" in the Workday search bar, which will prompt you to insert the PO # you would like to revise.
2. You may initiate a Change Order through the "Actions" section of a PO (below)
On the second Create Change Order Screen:
1. Select the reason for changing the purchase order in the Reason field from the list of options. It is not required; however is HIGHLY recommended as it will help the approvers know the reasoning behind the change.
2. Type your comments in the Comments field. This is not required; however, is highly recommended.
3. All other information on the screen under each section and tab auto-populates from the purchase order selected.
4. Edit information as needed to change the Purchase Order.
5. To Change Header Information
a. Purchase Order Header information can be seen and revised as needed, under the Summary, Terms and Taxes, and Contact Information sections.
b. Select the checkbox to apply the Header changes you made to all Goods Lines and Service Lines at the bottom of the page.
6. To change Quantity, Cost, Delivery, Shipping Information, or Worktag Information
a. From the Goods Line tab and/or Service Lines tab, make the appropriate changes to each line
7. To Add or Cancel a Line
a. To add a line, click the (+) button in the top row, and then fill in the appropriate information. If you wish to remove this new line prior to saving, click the (-) button next to the line.
b. To cancel an existing line, click the box in the Cancel PO Line column next to the appropriate line
8. Select Submit to submit the Change Order
Please note, if your purchase order is greater than the invoice due, there is no need to request a change order. When submitting an invoice to Accounts Payable, please indicate if the payment against the purchase order will be final so the purchase order may be closed.
This completes the process for initiating a change order purchase order.